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ASEAN AUSTRALIA DEVELOPMENT COOPERATION PROGRAM (AADCP)
PHASE II
TERMS OF REFERENCE
FOR
Work Planning Assistance for the Initiative for ASEAN Integration (IAI)
The ASEAN Secretariat and the Australian Government, through AADCP II, invite applications from
consultants for the above-referenced project.
I.
Background
The Initiative for ASEAN Integration (IAI) provides a policy framework to support the participation of ASEAN’s
newer member states (Cambodia, Lao PDR, Myanmar and Viet Nam or CLMV) in the ASEAN integration
process. The IAI Work Plan II (2009-2015) currently being implemented reflects key programme areas under the
three ASEAN Community Blueprints.
The IAI Work Plan II is now in its last year of implementation. As such, there is a need to start formulating a new
IAI Work Plan with the target of submitting the Work Plan to the ASEAN Leaders for adoption in early 2016. The
Post-2015 IAI Work Plan will take into consideration the strengths and weaknesses in the drafting process and
implementation of the current and past Work Plans, as well as the relevant recommendations of the mid-term
review of the IAI Work Plan II.
The direct stakeholders of the project are Senior Government Officials of CLMV, the IAI Task Force and the
Initiative for ASEAN Integration & Narrowing the Development Gap (IAI&NDG) Division of the ASEAN Secretariat
(ASEC). The new Work Plan will be designed to better serve the strategic needs of CLMV countries and provide
a roadmap for the regional bodies between now and ASEAN Communities establishment in 2015, and beyond.
Senior Government Officials of CLMV would play a key role in drafting the new Work Plan, so that it reflects their
respective national strategic plans and priorities.
The process of developing the Post-2015 IAI Work Plan will be participatory and consultative in order to ensure
CLMV engagement at a strategic level, promote ownership down to the relevant ministries at the national level,
and garner support from relevant stakeholders. Various stakeholders will be consulted at appropriate times
throughout the drafting process, including ASEC Desk Officers, national focal points, ASEAN-6 and ASEAN
Dialogue Partners. The process is also designed to ensure that the work planning is aligned with ASEAN
Community Vision 2025 and its integral documents, and targeted for specific objectives and measurable
results.
II.
Needs and Objectives
The Post-2015 IAI Work Plan is essential to enable stronger participation of CLMV countries in ASEAN
integration process. With the availability of the new Work Plan, it is envisioned that the IAI Task Force, in close
coordination with Senior Government Officials of CLMV, will be able to provide strategic guidance on promoting
IAI goals, and coordinate and monitor the implementation of key actions specified in the new IAI work plan.
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III.
Outputs
A draft Post-2015 IAI Work Plan, that at least contains these following sections:
• Introduction
• Context and Approach. Context describes ASEAN’s current and past IAI initiatives (including past and
current workplans and results of monitoring and evaluation activities), what has been achieved,
challenges faced, lessons learned and best practices. Approach describes the proposed approach for
implementing the Post-2015 work plan, based on lessons learned and best practices.
• Strategic Goals and Priority Areas, describing:
o the mission and vision for the post-2015 IAI work spanning ten-years from 2016-2025; and
o strategic goals, initiatives and measurable targets for the period 2016-2025.
• 5-year detailed Implementation Schedule based on the Strategic Goals and Priority Areas. This is a
detailed implementation schedule with short, medium and long-term time frames and action lines and
measurable deliverables covering 2016-2020 based on the goals, initiatives and targets as outlined.
• A high-level Monitoring and Evaluation framework that measures progress in implementing the work
plan, and the impact that it makes on ASEAN’s initiative for ASEAN integration, particularly in the
Equitable Economic Development agenda.
• Review and Modification. The Work Plan should be flexible to accommodate results from regular M&E
and address emerging issues and priorities. This section describes the mechanics for the review and
modification of the Work Plan. Specifically, this section should detail what, why, when and how
modification and review of the Work Plan are to take place, and who will be responsible for managing
the process. This process is integral to the next set of Implementation Schedule for 2021-2025
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IV.
Tasks/Activities
The following activities will need to be undertaken to achieve the outputs presented above. The bidder should provide details on its approach to each activity (including timeframe)
in its bid and is free to recommend additional activities.
Deliverables
1
Inception Report
•
•
•
2
Initial Draft
containing:
Context and
Approach;
Strategic Goals
and Priority Areas
Person
working
weeks
Activity
•
•
•
•
Completion
Date
Person(s)
responsible
1 person week
Conduct initial literature review and research activities
Develop overall approach, detailed conceptual framework, work plan,
management plan and budget
Prepare and produce Inception Report.
Approval of Inception Report by ASEC (2 weeks)
Week 3
Consultant with
inputs from ASEC
and AADCP II
Context analysis (including desk review and consultations with ASEAN 5 person weeks
Stakeholders) to capture data required to chart the work planning approach
and identify tentative priority areas and regional objectives for each
identified priority area. This process may be supplemented with a survey
questionnaire.
Develop draft report
Conduct Regional Workshop 1 to consolidate remaining priorities of the IAI
WP II, and agree on the multi-year strategic goals and priority areas for the
new Work Plan. The workshop will be attended by relevant ASEAN
Secretariat desk officers, CLMV officials from missions to ASEAN and
capital as well as ASEAN-6 officials of the IAI Task Force Working Group.
Refine draft report based on inputs received in the Regional Workshop
Week 18
Consultant with
inputs from AMS and
ASEC
Approval of Initial Draft by ASEC and the IAI Task Force Working Group (2 weeks)
3
Draft Post-2015
Work Plan
containing:
Context and
Approach;
•
•
•
Conduct national consultations with relevant ministries to collect proposed
key actions;
Conduct Regional Workshop 2 to get participants to agree on key actions,
with clear implementation timeline for each priority area.
Organise a 1.5-day regional forum held back to back with the Workshop 2,
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5 person weeks
Week 33
Consultant with
inputs AMS and
ASEC
Strategic Goals
and Priority Areas;
Implementation
Schedule
•
to be attended by a wide range of stakeholders including ASEAN dialogue
partners and external parties to get feedback and further refine the work
plan.
Development of a draft work plan by the consultant based of the result of
the workshops and forums.
Approval of Draft Post-2015 Work Plan by ASEC and the IAI Task Force Working Group (4 weeks)
4
5
Monitoring and
Evaluation (M&E)
Framework
•
•
•
Develop a draft Monitoring and Evaluation Framework based on the final
Post-2015 IAI Work Plan (i.e. identification of indicators and method of
verification for each objective and key action)
Conduct a regional workshop to consult the draft M&E framework
Finalise the M&E framework
3 person weeks
Week 46
Consultant with
inputs from AMS and
ASEC
Approval of Draft Monitoring and Evaluation Framework by ASEC and the IAI Task Force Working Group (4 weeks)
Project
1 week
Week 51
• Prepare and circulate the project completion report
Completion Report • Revise report as needed
Approval of Project Completion Report by ASEC (2 weeks)
The project is expected to last for 12 calendar months, tentatively from May 2015 – May 2016. The timing of the tasks/activities is indicative and can be adjusted when the
contractor’s work plan is developed, subject to mutual agreement.
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V.
Reporting
The consultant is expected to produce reports in accordance with Sections III and IV above. These
should be submitted based on the following schedule:
Milestone
1
2
3
4
Output/Report
Inception Report
Initial Draft containing:
 Context and Approach
 Strategic Goals and Priority
Areas
Draft Post-2015 Work Plan
containing:
Context and Approach;
 Strategic Goals and Priority
Areas
 Implementation Schedule
Monitoring and Evaluation (M&E)
Framework
Project Completion Report
Week 3
Week 18
Target Delivery Date
(based on project work plan)
Week 33
Week 46
Week 51
All reports will be submitted based on AADCP II Guidelines for Contractors in draft format to the ASEAN
Secretariat, Initiative for ASEAN Integration & Narrowing the Development Gap Division (IAI&NDG Division) with
a copy to AADCP II and, following ASEC approval, in final form. All outputs and reports must be suitable for
publication, although the decision on publication lies with the ASEAN.
The contractor will also provide regular (weekly, bi-monthly or as agreed with ASEC) summation of activities
undertaken and issues that have arisen. These will be submitted to IAI&NDG Division and AADCP II via email.
Financial reports will be submitted at invoicing in line with a payment schedule to be specified in the Special
Services Agreement (SSA).
VI.
Project Management
The project will be funded by the ASEAN-Australia Development Cooperation Program II and managed by the
IAI&NDG Division of the ASEAN Secretariat.
IAI&NDG Division will act as the ASEC key focal point for the project. It will:
• oversee project implementation and together with AADCP II monitor progress of the consultancy work;
• provide technical supervision to the project;
• assist/facilitate introductory consultation meetings with key Member States focal points; and
• provide over-all guidance on the organization and conduct of the workshops and meetings
The consultant should be responsible for organising and conducting the scheduled activities in collaboration with
the host countries and the ASEAN Secretariat. The preparation of the project outputs will be the main
responsibility of a contractor selected via open tender with inputs from AMS.
AADCP II will monitor progress from the perspective of the use of AADCP II resources, and provide advice to the
IAI&NDG Division accordingly.
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VII.
Scope of Services
The consultancy will be undertaken over a continuous effective period of 12 calendar months with
approximately 15 person weeks of professional services. Work will commence immediately after contract
signing.
VIII. Qualifications
The bidder must demonstrate the following qualifications:
•
•
•
•
•
•
•
•
•
IX.
Extensive experience in strategic planning for a large-scale multi-year development program,
particularly in the ASEAN region;
Experience in facilitating high-level strategic planning discussions/workshops amongst a large amount
of stakeholders with varying levels of involvement representing different political interests;
Demonstrated ability to develop and maintain sound working relationships with stakeholders particularly
senior government officials, parliamentarians and other identified stakeholders;
Writing a work-plan document for a regional (inter-governmental) organisation;
Gender mainstreaming into economic and socio-cultural projects;
Developing M&E framework, particularly identifying indicators and means of verification (MOV);
Familiarity with ASEAN and its work on economic community building;
Understanding of the Initiative for ASEAN Integration (IAI) issues and CLMV context;
A thorough understanding of ASEC and AADCP II procedures will be considered added value.
Bidding
Interested consulting firms are invited to submit a proposal in response to these Terms of Reference. This
proposal should be in two parts: Technical and Financial components.
The Technical component should present the following information:
• A brief discussion indicating the bidder’s understanding of the needs of the project;
• A brief analysis of key issues;
• A methodological discussion of how the bidder proposes to address those needs including assessment
of key issues, analytical strategies that will underlie the project, specific techniques to be utilised, and
practical discussion of possible limitations in carrying out the project;
• A detailed work plan that specifies activities to be undertaken, expected outputs and deliverables,
resources to be utilised and timing;
• Staffing and management plan;
• A discussion on how measures to ensure the future sustainability of the outcomes of the project will be
addressed;
• CVs of all proposed experts;
• Brief discussion of firm’s past experience in undertaking similar work and brief summaries of all projects
undertaken.
The Financial component should specify professional fees of experts.
Other costs for experts and participants such as reimbursable expenses for airfare, other travel costs and daily
subsistence allowance for workshops, meetings, and all other agreed activities will be discussed with the
preferred contractor during the finalisation of the scope of services. Costs will be based on prevailing ASEC
rates.
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X.
Submission of Application
Applicants should send via email and mail/courier 4 (four) printed copies of their application with a cover letter,
materials specified in Section IX above and other supporting documents to ASEAN-Australia Development
Cooperation Program II, ASEAN Secretariat 2nd Floor, Jl. Sisingamangaraja 70A, Jakarta 12110, Indonesia
(email: [email protected]) indicating “Work Planning Assistance for the Initiative for ASEAN Integration
(IAI)” as the subject no later than 21 April 2015. 5:00pm. Please note that only short-listed candidates will be
notified.
Any queries on the TOR should be sent to [email protected] with the subject line:” Query ‘Work Planning
Assistance for the Initiative for ASEAN Integration (IAI)’.
IX. Additional Notes on Terms and Conditions of the Project
1. Any future studies/reports/analysis in any form of intellectual property rights (including but not
limited to patents, copyright and any related rights) submitted by the Contractor to ASEAN arising
out of or in connection to the services performed by the Consultant to ASEAN shall belong to ASEC
under the name of ASEAN only;
2. Successful bidder shall agree to be bound and sign the Special Services Agreement (SSA) with all
requirements under the terms and conditions provided therein, including but not limited to the
AADCP II Guidelines for the Contractors attached to the SSA.
3. As an intergovernmental organisation, ASEAN shall not be responsible for any tax(es), levy, tax
claim or any tax liability which may be imposed by any law in relation to any amount payable by the
ASEAN Secretariat.
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